Administration, Faculty, and Staff

Students

Note: Students are responsible for their own telephone equipment. This office will attempt to provide guidance in set-up and isolating trouble; however, we will not attempt to repair any piece of equipment.

Voice Mail

CallPilot from Nortel Networks is an advanced business communications system that offers exceptional flexibility for managing messaging needs.

Play your messages

Forward & reply to messages

Compose, edit and send messages

Dial & address by name or number

Add message options such as urgent, private and timed delivery

Create personalized distribution lists for sending messages

Create temporary greetings with expiration dates

CallPilot is available to almost everyone. Residence Hall students may subscribe to a CallPilot mailbox for their campus extension free-of-charge however; you must return a registration form before services are made available. You may request a form from your residence life staff or you may obtain one from the Telecommunications Office at Old main 102B.

Typically, faculty, staff and administrative phones are provided a CallPilot mailbox when telephone service is provided. You may test this by simply calling your extension. After about five rings, the call should be redirected to the CallPilot messaging system, which should prompt the caller to leave a message in the mailbox for the extension you are calling. If you are not redirected, or if the messaging system does not recognize the mailbox or says the user does not subscribe, please contact Telephone repair at extension 1887.

FIRST TIME LOG IN & INITIALIZING YOUR MAILBOX

Mailbox? Enter # if you are calling from your extension and it matches your mailbox (typical) or enter your mailbox number and press #.

Password? Your default password is 9 + your mailbox number. In most cases, this is your four-digit extension number. In rare cases, some faculty and staff may share one extension with a few other users. In those cases, the mailbox number will be a six-digit number. For example, Prof. Jane Doe and Dr. U. Call share an office. The extension number is 6789.the auto-attendant would be 6789, but the mailbox assignments in this case would be (Prof. Jane Doe) 6-6789-1 and (Dr. U. Call) 6-6789-2. The first 6 represents that it is a sub-mailbox, the next four digits mirror the extension number, and the last digit represents the key selection in the auto attendant (press 1 for Prof Doe, press 2 for Dr Call). In this case, the default password for Dr Call would be 9667892.

After you have entered your default password and gained entry for the first time, you will be instructed to change your password. To do this, you will press 8 4.

You will need to re-enter your default or (old) password again to authorize the password change. You will then enter a new password. Passwords must be between 4 and 16 digits and must not be sequential or identical numbers (1234 or 1111 will not work.)

AUTOPLAY ACTIVE

When your mailbox is configured, AUTOPLAY is activated. This feature allows for hands free cycling of your messages. Unplayed messages are played one at a time an automatically saved unless you select the delete command. You may SKIP OVER a message by pressing 6, or SKIP BACK 1 or SKIP AHEAD 3 while the current message is playing. You may also request to deactivate AUTOPLAY. Contact TELEPHONE REPAIR at extension 1887.

ACTIVATE AUTO-LOGIN

You may wish to activate AUTO-LOGIN. With AUTO-LOGIN you may access your mailbox from your office phone without entering your mailbox number or password. CAUTION - once you have activated AUTO-LOGIN anyone who has access to your campus phone has access to your mailbox.1. While logged into your mailbox, press 8 0 for mailbox options.2. Press 4 for Auto Login3. Press 1 to turn on. Press 2 to turn off.

RECORDING GREETINGS, PERSONAL VERIFICATION

When you have configured your password and set-up of your mailbox, you should take the time to record a greeting and personal verification. Greetings help callers know that they are at the right mailbox and invite them to leave a message. Personal verifications go one step further. Every time you leave a message from your phone, or a caller forwards a message or selects your name from a prompt, the automated systems will fill in your recorded name instead of simply responding with mailbox numbers. This will help callers verify that they have made the proper selection or provide them with more information about the caller or sender.

Greetings - If you record an EXTERNAL greeting only, all callers will hear this greeting. If you record both an EXTERNAL and an INTERNAL greeting, off campus callers will hear EXTERNAL greeting while on campus callers will hear INTERNAL greeting. If a TEMPORARY greeting is recorded, all callers will hear that greeting until the expiry date is reached.

If you have recorded a TEMPORARY greeting, you may press 9 when finished to set an EXPIRY date.

Select the month, and day and time you wish your temporary greeting to expire. For midnight on the day of your choice, press #.

Personal Verification

While logged into your mailbox press 8 2.

Press 9.

Press 5 to begin recording.

Press # when finished.

ASSIGNING A CUSTOM OPERATOR

If you wish to assign a custom operator, you may refer your callers to press 0 to reach your department secretary for further assistance. You must set the custom operator in order for this to work.

While logged into your mailbox press 8 0.

Press 1 to review the current operator.

Enter the new operator number (the department's four digit extension or another four digit extension that will serve as your operator).

TEMPORARILY BLOCKING MESSAGES

You may temporarily prevent callers from leaving messages in your mailbox. This may come in handy if you are on sabbatical or other extended absence. As a courtesy to your callers you should record a greeting that reflect the details of your absence and instructs callers on what to do during your absence.

WORKING WITH YOUR MESSAGES

Let's talk a little more about working with messages.

First, the blinking red light on the top of your Nortel Networks Digital phone is the indication that you have a message. If you have multiple line appearances, you may have indicators for more than one mailbox. If you are sharing a phone, your indicator may light for multiple mailboxes. In any case, if the red light is on, there is a message in the mailbox.

You may retrieve your messages from your campus extension, or any phone on or off campus, as long as you have a DTMF (touch-tone) phone. From your campus phone you may simply press the MESSAGE key or dial 1212. From off campus, dial 477-1212.

After you have logged into your mailbox, you may let AUTOPLAY simply play your messages for you. The messages will auto-delete in about 30 days. If you find that your mailbox fill too fast, you may delete these messages manually. You may also request that AUTOPLAY is turned off so that you "drive". Just place a call to TELEPHONE REPAIR at extension 1887. Allow about 48 hours to deactivate AUTOPLAY depending on the time of year.

If you have deactivated AUTOPLAY or even if you haven't; once you are logged into your mailbox and are working with a particular message, some of the things you may find helpful are -

SKIP BACK 5 SECONDS PRESS 1

PLAY CURRENT MESSAGE SLOWER PRESS 2 1

PLAY CURRENT MESSAGE FASTER PRESS 2 3

PLAY CURRENT MESSAGE SOFTER PRESS 2 4

PLAY CURRENT MESSAGE LOUDER PRESS 2 6

SKIP FORWARD 5 SECONDS PRESS 3

PLAY PREVIOUS MESSAGE PRESS 4

RECORD A MESSAGE PRESS 5

SKIP TO NEXT MESSAGE PRESS 6

LIST OF MESSAGE COMMANDS PRESS 7

CALL SENDER PRESS 9

HELP PRESS *

DELETE MESSAGE PRESS 7 6

RESTORE THIS MESSAGE PRESS 7 6

SEND A MESSAGE AFTER YOU FINISHED RECORDING PRESS 7 9

YOU MAY RESTORE A DELETED MESSAGE before you hang up. If you accidentally delete a message, you may return to the deleted message. DO NOT HANG UP. While you are still in your mailbox press 4 to return to the previous message until you reach the deleted message. CallPilot will provide you with the message number and even play the message even though it has been deleted. Press 7 6 and the message will be restored.

YOU MAY REPLY OR FORWARD A MESSAGE to other mailboxes. After you have listened to the message -

YOUR MESSAGE WILL BE SENT AND SAVED. YOU MAY THEN DELETE THE ORIGINAL MESSAGE OR SAVE AS WELL AS DELETE OR SAVE YOUR REPLY.

TO COMPOSE A MESSAGE -

You may compose a message directly from your mailbox, address it, record it and then send it, in much the same fashion as you would email. You may address a message to mailbox numbers, distribution list numbers, spelled names, even a campus extension (if permitted).

CREATING DISTRIBUTION LISTS

Distribution lists can be helpful when you send information to a number of people time and time again. There are two types of distribution lists. PERSONAL DISTRIBUTION LISTS which are available to all users directly from their mailbox. Each mailbox subscriber has the ability to create up to 99 personal distribution lists that hold 200 individual mailbox subscribers in each list. You can maintain these lists from your own mailbox.

Another type of distribution list is a SHARED DISTRIBUTION LIST. These lists are administrative tools which are maintained by the system administrator with the help of the individual department(s) that require them. They are developed through various queries dependent on such criteria as building assignments, classifications, department and more. You may contact the Director of Telecommunications for more information on these SDLs if necessary.

You can create up to 99 personal distribution lists, and record a name to identify each list. Each personal distribution list can contain up to 200 entries.

TO CREATE A DISTRIBUTION LIST

While logged in to your mailbox press 8 5 for CallPilot tools.Press 5 for Distribution Lists.

To play a summary of all lists, press *.

Enter a number from 1 to 99, then press# .

Press 9 if you want to record a name to help identify the list in the future. At the prompt, press 5, record the name,then press #.

Press 5 to begin entering addresses into the list.

Enter the first address, then press # the same way you address a message.

Continue to enter addresses, pressing # after each one.

To cancel an address, press 0 #.

When the list is complete, press #.

Press 4 to return to your messages.

ADDRESSING BY NAME

At any time while you may be addressing a message or creating a list, you may wish to address by name. This may be while you are composing a message in your mailbox, forwarding a message, creating a distribution list, express messaging or dialing by name.

At the proper address prompt enter 2 5

Spell the last name of the person you are trying to reach, followed by the first name, until recognized.

Stop when the system recognizes the name.

THROUGH DIALING

While logged into your mailbox, you can place a call to a campus extension without hanging up. Press 0 immediately followed by the four-digit extension number you wish to call and press #. DO NOT PAUSE BETWEEN NUMBERS. EXPRESS MESSAGING You may send a message to another mailbox without logging into your mailbox, and without ringing the extension of the party you are trying to reach. 1122 is the four-digit extension for EXPRESS MESSAGING. You simply dial that extension and enter the mailbox number you are trying to reach. At the tone, record your message.Its that simple. You may find this handy for transferring callers directly to user mailboxes as well. If you want to, ask the party if they would like to be forwarded to the party's mailbox. Press the transfer key on your Nortel digital phone and dial 1122. Enter the mailbox number followed by # and then press the Connect key on your Nortel digital phone. The caller will be placed in the mailbox of the party you have dialed.